Association of Yukon Communities Board of Directors Meeting Watson Lake, Yukon 22 September 2018 MINUTES In Attendance: Executive and Directors Councillor Tara Wheeler – President Councillor Gord Curran – 1st Vice President Mayor Lee Bodie – 2nd Vice President Councillor Diana Rogerson – Past President Mayor Michael Riseborough – Haines Junction - Alternate Councillor Helena Belanger – Carmacks Councillor Kyla MacArthur – Dawson City Councillor Lisa Snyder – Faro Mayor Clara Jules – Teslin Councillor Brenda Leach – Watson Lake - Alternate Councillor Perry Savoie – Marsh Lake LAC Members Mayor Justin Brown– Watson Lake CAO Ian Dunlop – Faro CAO Cory Bellmore – Dawson City CAO Tracy Thomas – Carmacks CAO Cam Lockwood – Watson Lake CAO Cathy Clarke – Haines Junction Absent Councillor Samson Hartland - Whitehorse Councillor Betty Irwin – Whitehorse Mayor Scott Bolton - Mayo Staff Bev Buckway - Executive Director Laura Eby – Manager of Operations Yukon Government Clarke La Prairie Tim Shoniker Kirsti Mueller Board of Director’s Meeting – Watson Lake, Yukon September 22, 2018 Page 1 of 8 1. Call to Order – Tara Wheeler The meeting was formally called to order at 8:30 am. President Tara Wheeler thanked everyone for coming and welcomed everyone to Watson Lake. Presentation on Carbon Pricing – Yukon Government 2. Adoption of Agenda – Tara Wheeler Motion BD18-20 It was duly moved and seconded THAT the Agenda be adopted with the addition of 7.5 Infrastructure Funding. Carried Unanimously 3. Adoption of the Minutes from the May 11, 2018 Board Meeting Motion BD18-21 It was duly moved and seconded THAT the Minutes of the May 11, 2018 Board Meeting be adopted as presented. Carried Unanimously 4. President’s Report– Tara Wheeler President Wheeler referred to her report provided and noted AYC is still waiting for the list of municipal priorities for infrastructure from the Government of Yukon (GY). She has been meeting with Minister Streicker on a semi-regular basis. President Wheeler noted she had just returned from an FCM board meeting and sits on a number of FCM committees. President Wheeler encouraged members to communicate and engage more with the AYC and thanked all those not running in the upcoming election for their service to their respective municipalities and the AYC board. Motion BD18-22 It was duly moved and seconded THAT the Presidents report be accepted as presented. Carried Unanimously 5. Executive Director’s Report- Bev Buckway Members were directed to the report provided. ED Buckway noted 7 out of 8 municipal councils have endorsed the Solid Waste Advisory committee recommendations. ED Buckway encouraged members to stay engaged with FCM and that FCM will be having a meeting in Yellowknife in 2020. Board of Director’s Meeting – Watson Lake, Yukon September 22, 2018 Page 2 of 8 ED Buckway noted there is still some money available for CAO’s to attend the Canadian Association Municipal Administrators (CAMA) conference in the new year. ED Buckway noted the AYC staff have raised the AYC profile by attending a number of meetings with public, GY and Federal Governments. ED Buckway advised Mark Nelson will be doing board orientation at the December board meeting and he will also be facilitating a day long strategic planning session at the March meeting in Faro. Motion BD18-23 It was duly moved and seconded THAT the Executive Directors report be adopted as presented. Carried Unanimously 6. Committee Reports 6.1 Finance 6.1.1 Reports to August 31, 2018 – Laura Eby Members were directed to the reports provided. After some discussion, the financials were accepted as presented. Motion BD18-24 It was duly moved and seconded To accept the August 31, 2018 Year-to-date Financial Statements. Carried Unanimously 6.2 Advocacy and Partnerships Committee – Lee Bodie 2nd VP Bodie noted that AYC was asked for a support letter by the Yukon Fire Chiefs Association’s “All Encompassing Symposium” held in August. The organization applied to CDF for funding. The Committee recommended to the Board that a support letter be provided-Approved. 6.3 Financial Stability Committee – Tara Wheeler President Wheeler noted that AYC received funding for three projects that happened this year. All reports have been filed on time, and all projects were within estimated amounts. a. FCM for The Joy of Governing $45,432 b. GY for The Joy of Governing $5,048 c. CDF for Professional Parliamentarian Document Review $4,000 d. GY for CAMA participation $5,500 Board of Director’s Meeting – Watson Lake, Yukon September 22, 2018 Page 3 of 8 6.4 Identity and Engagement Committee – Diana Rogerson Past President Rogerson noted the ED and MO attended several meetings on members behalf so far in 2018 and referred to the list in the ED report. Past President Rogerson encouraged members to ensure that AYC is a topic of conversation at council meetings and asked CAO’s to ensure AYC is at the forefront of their council orientations. 6.5 Training and Resources Committee – Diana Rogerson Past President Rogerson noted AYC engaged the services of Jack Novack as our principal facilitator for the Elected Officials Training the 15-17th of November 2018. Mark Nelson of Cambio Consulting will facilitate a board orientation session at the December board meeting, and Mark Nelson will also facilitate a strategic planning session at the March board meeting in Faro. 6.6 AGM/Sponsorship Committee – Lee Bodie 2nd VP Bodie noted some highlights from the AGM report as follows: • The VISA machine proved 100% successful, and we will keep it. It was much easier for everyone to pay for registrations and the auction items. • 127 registrations- up 17% from 2017. • 42% of the delegates were municipal members or guests • 3 LAC delegates attended this year • Auction revenue for the 121 items=$11,548. • Net revenue =$38,005 up 14% from 2017 • CBC, Whitehorse Star and CKRW provided media coverage. Plans are underway for the next 44th AGM in Haines Junction May 9-12th. Bruce Sundbo and Thomas Eckervogt have joined the committee and are looking at innovative ideas to make the event another success in their municipality. 6.7 Community Training Trust Society – Laura Eby MO Eby noted the board continues to meet quarterly and the new funding structure has been positive. 6.8 Crime Stoppers – Lee Bodie 2nd VP Bodie noted meetings are held on Wednesdays at 4pm so he is unable to attend most of them but he has spoken to the President and the President of Crime Stoppers has advised the program is working well and they have paid some informants. Board of Director’s Meeting – Watson Lake, Yukon September 22, 2018 Page 4 of 8 Motion BD18-25 It was duly moved and seconded To accept the committee reports as presented. Carried Unanimously 6.9 Purchase new sever for AYC Office Members were directed to the quote provided. After some discussion, the following motion was carried. Motion BD18-26 It was duly moved and seconded To purchase a new server for the AYC office and to use funds from the asset replacement reserve. Carried Unanimously Break 10:14am to 10:30am 7. New Business 7.1 Grand Chief Discussion – Tara/Gord President Wheeler advised that she and 1st VP Curran met with Grand Chief Peter Johnson and noted that although members of the AYC and First Nations share some common issues, the First Nations have a different mandate and often face different challenges and capacity issues. It was agreed that Municipalities and First Nation Governments should continue to work together, but there doesn’t seem to be a current need or desire for First Nations to be associate members of the AYC. 7.2 A) Bylaw Review FN Director After some discussion members agreed to wait until a First Nation Government became associate members of the AYC and request voting privileges before considering changing the AYC bylaws. Motion BD18-27 It was duly moved and seconded That the AYC wait until such time as there are FN government associate members who make a formal request for the ability to hold a Director position before changing the bylaw. Carried Unanimously B) Bylaw Review ED as Secretary After some discussion it was recommended that the board postpone discussion to a digital board of directors meeting in advance of a general meeting as Board of Director’s Meeting – Watson Lake, Yukon September 22, 2018 Page 5 of 8 Corporate Affairs is currently reviewing the following suggested changes to Section 3. Section 3 The Officers The Officers of The Association of Yukon Communities, all of whom are elected at large, shall be the President, The First Vice-President, the Second Vice- President, the Immediate Past President or, if there is no Immediate Past President who is able and willing to hold that office, a Vice-President at Large in lieu of the Immediate Past President. The Executive Director shall have no vote but shall also hold the offices of Secretary and Treasurer, and which offices may be delegated to other staff members. The Executive Director, as an Officer of the Association of Yukon Communities, shall be appointed as “Ex-Officio” representing the needs of the Association in its entirety. With the exception of the Executive Director (including his or her offices of Secretary and Treasurer), only Elected Municipal Officials are eligible to be the Officers of The Association of Yukon Communities. If an Officer ceases to hold such an office, his or her position as an Officer of The Association shall automatically be vacated. Motion BD18-28 It was duly moved and seconded To postpone discussion of Section 3 The Officers to a digital board of directors meeting in advance of a General Meeting. Carried Unanimously The board also reviewed the commentary regarding the AYC bylaws submitted from the City of Whitehorse and addressed Article II and Article III under 7.2 A and 7.2 B respectively.